Inbox. Doux it.
Every agency email worked, attached to the right client and policy in your AMS and put on the right person’s activity list. Inbox triage, running 24/7.
Say, 400 emails a day. Carrier notices. Loss runs. Client requests. Somebody reads every one. Somebody files it. Eventually.
Every email read the moment it lands. Matched to the right client, the right policy. Filed. Only what needs you reaches you.
How it runs.
- Reads every new email and every attachment.
- Matches it to the client and policy in your agency management system.
- Files it, tags it, logs the activity on the record.
- Drafts the reply or opens the task for the right person.
- Not sure? It stops and puts it on your desk. It never guesses.
What it touches.
Why it matters.
Every request in an agency starts as an email. A certificate. A new truck. A carrier notice that says the policy cancels in ten days. Miss one and it costs you a client, or worse, an E&O claim.
Most agencies run on a shared inbox and good intentions. Somebody reads, somebody forwards, somebody files when there is time. There is never time.
DouxProcess reads every email and every attachment the moment it lands. It knows the client, the policy and what is being asked. The work goes where it belongs. Your team starts the day with a clean queue, not a pile of unread.
Where it stops.
- Never deletes an email. Ever.
- Never replies to a client without a person approving it.
- Claims, cancellations and binding deadlines jump the line. Straight to you.
- Can’t match a sender to a client? It holds. It does not guess.
- Every filing is logged on the client record, with the email that triggered it.
Straight answers.
Which inboxes does it read?
Shared inboxes and personal ones, on the email you already use. You choose which. Nothing changes for your team’s email.
Does it answer emails on its own?
No. It drafts the reply and puts it in front of the right account manager. She signs off, it sends. Nothing goes out unapproved.
What about attachments?
Declarations pages, loss runs, carrier notices, signed applications, photos. It reads them, names them and files them on the right policy.
What happens when it can’t tell who the client is?
It holds the email in one queue and says why. A person decides in seconds. Holding is the right answer when the answer is not certain.
Does it work with my agency management system?
Yes. Activities, attachments and tasks land on the client record in the system you already use.
Take the recipe.
The procedures this workflow runs on, written as one file. Load it into Claude, ChatGPT or Gemini and run it on your own mail today.
Watch it installed: Claude · ChatGPT · Gemini
Downloads open after you sign the kit license: you build it, you run it, you answer for it.
How to load it. Nothing to install.
- Claude: Settings, Capabilities, Skills, Upload skill. Pick the .zip.
- ChatGPT: start a Project or a custom GPT and paste the .md into its instructions.
- Gemini: make a new Gem and paste the .md into its instructions.
- Then use it: connect your email (below), then type your request and attach your active-policies list. You get a table and drafts back. You approve. You send.
Before the first run
Installing it is half the job. The first run needs these from your own systems. Gather them first: a minute or two each.
- Claude: Customize › Connectors › your email › Connect › sign in › Allow. In the chat: + › Connectors › switch it on.
- ChatGPT (paid plans): profile › Settings › Plugins › your email › Connect › sign in.
- Gemini (Google email only): Settings & help › Connected Apps › switch your email on.
- Then type, don't paste:
Sort this morning's inbox against our book. What can't wait?
- Reports › Active policies.
- Check it shows insured, policy number, line and dates.
- Export › PDF.
- Attach it to that first message.
It only reads. It never sends, files or deletes. Email not on the list, or a business account your admin hasn't allowed? Copy this morning's messages into one document, save it as PDF and attach it.
On its own it reads what you paste in and drafts the work. Want it wired into your mailbox, management system and carrier portals? The builder kit teaches your programmer every step: database, passwords, approvals, deployment. Or let DouxProcess run it for you.